Executive Assistant/Administrative Assistant (Valid NJ Drivers License Required)

Makonis; Jersey City (NJ); On-site; USD 60,000 - 90,000; Full time

Job summary

Makonis in Jersey City, NJ seeks an Executive Assistant to support the CMO and Medical Leadership Team. You will manage calendars, arrange travel, reconcile expenses, and handle communications with cross-functional partners.

The role requires proactivity, strong organizational skills, and the ability to operate with integrity in a fast-paced environment. Domestic and international travel may be required, with NJ-based preference.

Qualifications

• Excellent interpersonal, written, verbal, and visual communication skills.
• Ability to handle multiple tasks, manage deadlines, and prioritize work in a fast moving environment.
• Valid driver's license required for driving corporate designated vehicle for CMO; preferably based in NJ.
• Bachelor’s degree required in Business, Economics, Statistics, Data Science, or related field.

Responsibilities

• Calendar Management: Collaborate with cross functional admins to gain alignment for alliance meetings, external partners or internal cross functional meetings.
• Travel Arrangement and Expense Reconciliation: Coordinate domestic and international travel for team while observing our travel policy and budget; reconcile expenses.
• Effective Communication: Manage email communication timely and liaise with leadership for optimal outcomes.
• Expanded and Ad Hoc Support: Investigate system issues, maintain org charts, update distribution lists, learn new processes.

Job description

Executive Assistant – Jersey City, NJ – Full Time/Permanent

Position Summary

Providing effective business support to the CMO and Medical Leadership Team to achieve goals to meet our organization’s priorities. Optimal candidates should anticipate needs proactively, work efficiently and have strong interpersonal, organizational, & time management skills. The executive assistant must have strong work ethics and maintain

business integrity in all actions

Key Roles and Responsibilities Calendar Management:

Collaborate with cross functional admins to gain alignment for alliance meetings, external partners (KOLs or HCPs) or Internal cross functional meetings.

Pro-actively Monitoring & Adjusting conflicts as quickly as possible Schedule 1:1 weekly and monthly meetings

Travel Arrangement and Expense Reconciliation

Coordinate domestic and international travel for team while observing our travel policy and budget - this will include flights, hotels and car service and registration to conferences

Reconciliation and expense reporting in a timely manner

Ensure availability to handle issues that may occur during executives’ travel

Effective Communication

Communicate in a timely manner

Manage email communication appropriately and effectively

Liaise with cross functional counterparts and leadership for optimal outcomes

Expanded and Ad Hoc Support

Investigate system issues On/Off boarding colleagues Maintain Org Charts Maintain Distribution Lists

Learn about different systems

Collaborate with Administrative Support Group (ASG) to help resolve issues and gain feedback from other business support members

Continue to learn the new processes and procedures introduced to be more effective to team

Dedicate10-15% of time to broadening understanding in science and medical activities as well as learning cross functional priorities and ways of working

Qualifications

Demonstrated excellent interpersonal, written, verbal, and visual communication and presentation skills.

Ability to handle multiple tasks, manage deadlines, and prioritize work in a fast moving environment

Valid drivers license required for driving corporate designated vehicle for CMO Preferably based in NJ

Education

Bachelor’s degree required (Business, Economics, Statistics, Data Science, or related field preferred).